Documentation

1. Getting Started: Sign Up

To start using Salesailor, visit the owner page from your browser. You'll see a page with Log In and Sign Up tabs. Click Sign Up to begin.

The sign-up process has four steps, shown as a progress bar at the top: Account → Business → Verify → Plan.

Step 1 — Account

• Enter your email address.
• Choose a password (at least 8 characters).
• Confirm your password.
• Read and accept the Terms and Conditions (click to open, read, then check the acceptance box).
• Click Continue.

If you already have an account, click "Already have an account? Sign In" at the bottom.

Step 2 — Business Type

Choose the type of business you're registering:

• Individual — You're a sole proprietor or independent business owner.
• Company — Your business is an LLC, Corporation, or similar entity.

Click Start Verification to proceed.

Step 3 — Identity Verification

This step verifies your identity and connects your bank account so you can receive payments from sales. A secure window will open on Stripe's website where you'll be asked for:

• Personal information — Your full name, date of birth, and home address (required by financial regulations).
• Business details — Your business name, address, and type (if you chose Company).
• Bank account — Where you want your sales money deposited.
• ID verification — You may need to upload a government-issued photo ID.

Once you've completed all the information on Stripe:

1. Return to the Salesailor sign-up page.
2. Click I've completed verification.
3. The system will check your verification status.

Your business name, address, and contact details are pulled automatically from what you provided to Stripe — no need to enter them again.

Step 4 — Choose a Plan and Pay

You'll see the available subscription plans. Each plan card shows:

• Plan name (Standard or Pro)
• Monthly price
• Number of staff seats included
• Per-seat cost for additional seats

Select the plan that fits your needs. See Subscription Plans for a full comparison.

Additional Staff Seats — Use the + and − buttons to choose how many extra staff accounts you need. The screen shows:

• Maximum seats allowed for your plan
• Cost per seat per month
• A running total (e.g., "2 seats × $5.99/mo = $11.98/mo")
• Your estimated monthly total (plan + seats)

Click Complete Registration & Pay:

• Paid plans: You'll be taken to a secure Stripe payment page to enter your card details. After payment, you'll be redirected back to Salesailor.
• Free plans: Your account is created instantly.

After completing payment, sign in to your Owner Dashboard and start setting up your store.

Resuming sign-up: If you close the browser during sign-up, you can return and pick up where you left off — your progress is saved automatically.

Forgot Password

If you've already signed up but forgot your password:

1. Go to the sign-up page and click the Reset Password tab.
2. Enter your email or phone number and click Send Reset Code.
3. Enter the 7-digit code sent to your email.
4. Choose a new password and confirm it.
5. Your password is reset — you can now sign in.

2. Your Owner Dashboard

Your Owner Dashboard is your command center. Access it by logging into the owner page in your browser.

Dashboard Overview

At the top, you'll see four summary cards:

Subscription Status

Below the summary cards:

• Status badge — Active, Active (Auto-Renew Off), Expired, or Free Plan
• Plan name and billing cycle (Monthly or Annual)
• Expiration date and days remaining
• Auto-Renewal toggle — Turn automatic billing on or off. If you turn it off, a warning explains that your subscription (and app access) will end after the current period.
• If your subscription has expired, a Renew Subscription button appears.

Sidebar Menu

Your dashboard sidebar gives you access to:

Subscription Plans

View all available plans side by side. Each card shows the price, features, and seat allowances. You can:

• See which plan is your Current Plan
• Click Switch to This Plan to change plans (takes you to Stripe for payment if the new plan is paid)
• Click Renew Plan if your subscription has expired

Seats Management

Manage how many staff members can use the platform:

• See your current seat count and price per seat
• Use the + and − buttons to adjust
• When adding seats, you'll see a prorated cost estimate for the remainder of your billing period
• When removing seats, you'll see a prorated refund estimate
• Click Add Seats & Pay or Reduce Seats & Get Refund to confirm

Staff Management

Add and manage staff members directly from the dashboard:

• Add Staff Member — Opens a form with fields for name, email, phone, username, and password
• Permission toggles — Set what each staff member can do (7 permissions — see Section 7)
• Assign/Unassign seats — Staff need an assigned seat to use the app
• Approve/Reject pending staff sign-up requests
• Remove staff members

Billing

Three sections for full financial visibility:

Current Billing Cycle (Month to Date)

• Your subscription cost this period
• Card processing fees (percentage + fixed per transaction)
• Expandable Details showing the math behind fees

Monthly Billing History

Past billing cycles with the same cost breakdown.

All Payments

• A complete list of every payment: date, type (Subscription, Renewal, Seat Increase, Refund), description, amount, and status
• Click Receipt next to any payment to open a printable receipt

Tax Collection (Pro Only)

View taxes you've collected from sales:

• Filter by period — Today, This Week, This Month, This Quarter, This Year, or a Custom Date Range
• Summary cards — Total Sales and Total Taxes
• Transaction table — Each row shows the timestamp, order number, sales amount, and tax amount
• Download CSV — Export the data to a spreadsheet
• Results are paginated (20 per page)

Profile & Bank Account

Bank Account Status:

Shows whether Charges (accepting payments) and Payouts (receiving deposits) are enabled.

Click Manage Profile & Bank to open your Stripe dashboard and update personal details, business information, or banking details.

Profile Details — Shows your name, email, phone, business name, address, and other details (pulled from your Stripe verification). To edit these, use the Manage Profile & Bank button.

Change Password

Enter your current password, then choose and confirm a new one (minimum 8 characters).

Sign Out

Click Sign Out in the top bar to log out of the dashboard.

3. Signing In on Your Phone

Once your account is set up, download the Salesailor app on your phone (iPhone or Android).

How to Sign In

1. Open the Salesailor app.
2. You'll see the login screen with the Salesailor logo.
3. Enter your email or phone number and password.
4. Tap Sign In.

The app will load your store data and take you to the Salesboard — your main sales screen.

Remember Me

Check the Remember Me box before signing in to save your credentials. Next time you open the app, your login details will be pre-filled.

Sign In with Face ID or Biometrics

If your device supports it (Face ID on iPhone, fingerprint or face unlock on Android), you can sign in with biometrics after your first login. Just tap the biometric sign-in option on the login screen.

Important Notes

• One device at a time — If you sign in from a different device, your previous session will end. You'll see a message saying "Session Expired" on the first device. This is a security feature.
• Session timeout — If you haven't used the app for a while, you may need to sign in again. Simply re-enter your credentials.
• Staff accounts — Staff members sign in with the username and password created by the store owner. Staff need an assigned seat and approval before they can access the app.

4. Making Sales (Salesboard)

The Salesboard is your point-of-sale screen — where you ring up customers.

Finding Products

• Search bar — Type a product name to find it quickly.
• Category chips — Tap a category to filter products (e.g., "Beverages," "Snacks," "Services").
• Barcode scanner — Tap the camera icon to scan a product barcode.
• Product grid — Browse all your products visually. Tap a product to add it to the cart.

Building the Cart

• Tap a product to add one unit to the cart.
• Tap again to increase the quantity.
• Long-press the quantity to type an exact number.
• Swipe left on a cart item to remove it.
• The cart shows each item's name, quantity, price, and the running total.

Tax Calculation

• If you've set up tax rates, taxes are calculated automatically.
• Items marked as "Taxable" will have tax applied.
• The cart shows Subtotal, Tax, and Grand Total separately.

Choosing a Payment Method

Before checking out, select how the customer is paying:

• Cash — The default. No additional processing needed.
• Card — Accept a card payment. You'll have two options:
  • Tap to Pay — The customer taps their card or phone directly on your device (requires Tap to Pay setup, see Section 13).
  • Manual Entry — Opens a secure Stripe payment page in the browser for the customer to enter card details.

Receipt Options

Before completing the sale, you can choose:

• Print Receipt — Generates a receipt you can print (via connected Bluetooth printer or on-screen preview).
• Email Receipt — Sends the receipt to the customer's email. You'll need to select a customer first (tap the customer icon to pick or add one).

Completing the Sale

1. Review the cart and total.
2. Select payment method and receipt options.
3. Tap Checkout.
4. If using card payment, follow the on-screen prompts.
5. The sale is recorded, inventory is updated, and the receipt is generated.

The screen resets automatically for the next customer.

5. Managing Your Inventory

Access Inventory from the bottom navigation bar or the sidebar menu.

Viewing Products

• Your products and services are displayed in a scrollable list.
• Each item shows its name, price, stock count, and category.
• Items with low stock show a colored badge.
• Use the search bar or filters to find specific items.

Adding a Product

1. Tap the + button.
2. Fill in the details:
   • Name — The product name.
   • Price — The selling price.
   • Stock — How many you have.
   • Category — Select or create a category.
   • Barcode — Optionally enter or scan a barcode.
   • Supplied Price — Your cost (optional, for profit tracking).
   • Taxable — Toggle ON if this item should have tax applied. The switch shows "ON" (green) or "OFF" clearly.
   • Tax Rate — The tax percentage for this item.
   • Image — Upload a product photo (optional).
   • Location — Aisle, section, shelf, rack, bin (optional, for warehouse organization).
3. Tap Save.

Adding a Service

Services work like products but don't have stock counts (e.g., haircuts, consultations).

1. Tap the + button and select Service.
2. Fill in:
   • Name — The service name.
   • Price — The service fee.
   • Duration — How long the service takes (optional).
   • Description — A brief description (optional).
   • Tips — Default tip amount (optional).
   • Taxable — Whether tax applies.
3. Tap Save.

Editing Items

Tap any item to view its details and sales history. Tap the edit icon to make changes.

Bulk Upload (Pro Only)

If you're on the Pro plan, you can upload many products at once using a CSV file. Tap the upload icon in the top bar and select your file.

6. Managing Customers

Access Customers from the bottom navigation bar.

Viewing Customers

• See a list of all your customers with their names and contact info.
• Tap a customer to view their details.

Adding a Customer

1. Tap the + button.
2. Enter the customer's name, email, and phone number.
3. Tap Save.

Customer Details (Pro Only)

On the Pro plan, tapping a customer shows additional tabs:

• Order History — Every purchase this customer has made.
• Engagements — Interaction tracking.
• Loyalty Discounts — Create and manage special discounts for loyal customers.

Standard plan users will see a message suggesting an upgrade to access these features.

7. Managing Staff and Permissions

Access Staff from the bottom navigation bar or sidebar menu.

Adding Staff

1. Tap Add Staff.
2. Enter the staff member's name, username, and password.
3. The new staff member can now sign into the app with their credentials.

Staff Seats

• Your plan includes a set number of staff seats.
• You can purchase additional seats from the Owner Dashboard.
• The Staff screen shows how many seats are used and available.

Setting Permissions (Pro Only)

On the Pro plan, you can control exactly what each staff member can do. For each staff member, you'll see permission toggles for:

• Add Products — Can they add new items to inventory?
• Edit Products — Can they change product details?
• Restock — Can they update stock quantities?
• View Reports — Can they see sales reports and analytics?
• Owner Portal Login — Can they access the owner management page?
• View Profile — Can they view their own profile?
• View Alerts — Can they see store notifications?

Toggle each permission ON or OFF as needed.

On the Standard plan, staff can be added and removed but permission controls are not available — all staff have basic access.

Removing Staff

Tap a staff member and select Remove to free up the seat.

8. Viewing Orders and Refunds

Access Orders from the bottom navigation bar.

Order List

• See all completed, pending, and cancelled orders.
• Each order shows the order number, date, customer name, seller name, total amount, payment method (Cash or Card), and status badge.
• Tap an order to expand it and see full details.

Order Details

When you expand an order, you'll see:

• Line items — Each product or service with quantity, unit price, and subtotal.
• Fee breakdown — Subtotal, tax, and total.
• Receipt code and QR code (if available).
• Refund amount (if a refund has been processed).

Order Actions

• Print Invoice — Reprint the receipt for any past order.
• Refund — Process a full or partial refund (see below).

Processing Refunds

1. Tap an order and click Refund.
2. Choose the refund type:
   • Full Order — Refund the entire amount.
   • Per Item — Select specific items to refund.
3. Enter a reason for the refund (optional).
4. Choose whether to restore stock for the refunded items.
5. Confirm the refund.

Sorting and Filtering

• Sort by: Newest, Oldest, Highest amount, or Lowest amount.
• Date filter: Pick a specific date to see orders from that day.
• Search: Find orders by order number or customer name.

9. Reports and Analytics (Pro)

Available only on the Pro plan. Access from the sidebar menu under Analytics.

Sales Reports

Choose a time period (Weekly, Monthly, or Annually) and see:

• Revenue overview — Total sales and order count.
• Sales trend chart — A line chart showing how your sales change over time.
• Detailed table — Period-by-period breakdown of orders and revenue.

Product Reports

See which products sell best:

• Top products chart — A bar chart of your best sellers.
• Choose how many — View the top 5, 10, or 20 products.
• Ranking table — Products listed by sales performance.

Sales Predictions

Get a look at what's coming:

• Choose a forecast window: Next 7 days, 30 days, or 90 days.
• See predicted revenue, orders, average daily revenue, and average daily orders based on your sales history.

Insights Dashboard

Access from the bottom navigation bar under Insights to see a quick overview:

• Products count, Low Stock count, Gross Revenue, and Customer count.
• Gross Revenue Today — Updates automatically every 30 seconds.
• Sales by Item — Today's best-selling items at a glance.

Activity Logs (Pro)

Track everything that happens in your store. Access from the sidebar menu under Activity Logs.

• Summary — Total logs, sales, restocks, and product changes at a glance.
• Filter by type — All, Sales, Restocks, Products, Customers, Payments, or Subscription.
• Each log entry shows what happened, who did it, and when.
• Tap any entry to see the full details.

10. Receipts and Printing

Receipt Types

• On-Screen Receipt — View and share a receipt directly from the app.
• Printed Receipt — Print via a connected Bluetooth wireless printer (Pro only) or print from the on-screen preview.
• Email Receipt — Send directly to the customer's email address.

Receipt Customization (Pro)

On the Pro plan, go to Receipt Header in the sidebar to customize:

• Store Name — As it appears on receipts.
• Address — Your store address on receipts.
• Phone — Contact phone number.
• Email — Contact email address.
• Logo — Upload your business logo to appear on receipts.

Receipt Template (Pro)

On the Printer settings page, store owners can choose a receipt style:

• Classic — Traditional receipt layout.
• Minimal — Clean, simplified design.
• Modern — Contemporary look with updated styling.

Select your preferred style and tap Save receipt style.

Printer Setup (Pro)

1. Go to Printer in the sidebar menu.
2. Tap Scan for Printers to find nearby Bluetooth receipt printers.
3. Tap a printer from the list to connect.
4. Once connected, you can send a test print to make sure it's working.
5. Receipts will print automatically when you select "Print Receipt" at checkout.

11. Tax Settings (Pro)

Available only on the Pro plan. Access from the sidebar menu under Tax & Compliance.

Setting Up Taxes

• Configure your tax rates based on your location and business type.
• Set individual tax rates for specific products.
• View a Collected Taxes report showing taxes collected over any time period.

Collected Taxes Report

• View taxes organized by Timestamp, Sales Amount, and Tax Amount.
• Filter by Day, Week, Month, Quarter, Year, or a Custom Date Range.
• Results are paginated (20 rows per page) for easy browsing.

12. Alerts and Notifications (Pro)

Available only on the Pro plan.

Alerts Page

Access from the sidebar menu or tap the bell icon in the top-right corner of the app.

• View all store notifications in one place.
• Mark all as read with one tap.
• Filter alerts by category (Payment, Staff, Low Stock, System, etc.) or date range.
• Tap any alert to see the full message.

Alert categories include: Welcome, Payment Due, Payment Confirmed, Staff Added/Removed, Seats Updated, Plan Upgrade, Profile Updated, Password Changed, Low Stock, Subscription changes, and System announcements.

Alert Preferences

Tap the Settings icon on the Alerts page to control which notifications you receive:

• Email Notifications — Master toggle for all email alerts.
• Payment Due — Payment reminder alerts.
• Staff Updates — Staff change alerts.
• Low Stock — Inventory level alerts.
• System Alerts — General system notices.

Stock Alerts (Pro)

Access from the sidebar menu under Stock Alerts.

• See two summary cards: Low Stock count and Out of Stock count.
• Browse items organized into Low Stock and Out of Stock tabs.
• Each item shows its current stock level and threshold.
• Mark as read individual alerts or mark all at once.

13. Tap to Pay Setup

Accept contactless card payments by tapping directly on your phone — no card reader hardware needed.

Requirements

• iPhone: iPhone XS or later with iOS 16.4+
• Android: NFC-enabled device with a recent Android version
• Bank Account must be connected (see Section 14)

How to Enable

1. Go to Tap to Pay in the sidebar menu.
2. Tap Enable Tap to Pay.
3. Grant location permission when prompted (required by payment regulations).
4. The app will connect to the Tap to Pay reader on your device.
5. Once active, you'll see "Tap to Pay is now active!"

Supported Payment Methods

Tap to Pay accepts: Visa, Mastercard, American Express, Discover, Apple Pay, and Google Pay.

Using Tap to Pay at Checkout

1. At checkout, select Card as the payment method.
2. Choose Tap to Pay.
3. The customer taps their card, phone, or watch on your device.
4. Payment is processed instantly.

If Tap to Pay is unavailable (e.g., the customer's card doesn't support contactless), the app will automatically offer to open a manual card entry page instead.

14. Your Profile and Bank Account

Access your profile from the Profile tab in the bottom navigation bar or the sidebar menu.

What You'll See

• Your name and role — Store Owner or Staff Member.
• Subscription card — Your plan name, status (Active/Expired), expiration date, days remaining, and auto-renewal status. If expired, a Renew Subscription button appears.

Bank Account (Stripe Connect)

This section shows the status of your payment processing setup:

Click Manage Profile & Bank to open your Stripe dashboard where you can update your personal information, business details, or bank account.

Profile Details

Your profile shows your name, email, phone, business name, type, address, and timezone. These details come from your Stripe verification and can be updated through the Manage Profile & Bank button.

Timezone — You can change your store's timezone directly from the profile screen.

Settings

• Reset Password — Change your login password.
• Logout — Sign out of the app.

15. Subscription Plans

Salesailor offers two plans to fit businesses of every size:

Standard Plan — $29/mo

The essentials for getting started.

• POS / Core Sales
• Cash / Card (incl. Tap to Pay)
• Mobile Camera Barcode Scanner
• Inventory (Stock / Restock) — taxable & tax-free items
• Products & Services inventory
• Receipts (Email / Print)
• Order History
• Basic CRM — customer info for follow-ups
• Extra staff seats: $5.99 / seat / mo (max 3)

Pro Plan — $59/mo

Everything you need to grow your business.

• Everything in Standard, plus:
• CRM system
• Historical customer orders
• Historical customer engagements & feedback
• Custom receipts — business logo & text
• Automated reports for collected sales-tax (day, week, month, quarter, year, custom)
• Bluetooth thermal receipt printers
• Analytics (Revenue / Sales)
• Automated alerts (low stock, etc.)
• Full staff access control
• Audit logs (owner / staff activities)
• Extra staff seats: $5.99 / seat / mo (max 10)

Changing Your Plan

To change your plan, visit the Subscription Plans section on your Owner Dashboard or contact support.

16. Getting Help (Support)

From the App

Tap Support in the sidebar menu to access the support page.

From the Owner Dashboard

Go to Support in the sidebar to:

• View your tickets — See all support requests you've submitted, with their status (Open, In Progress, Resolved, Closed).
• Create a new ticket — Fill in:
  • Your email and phone number
  • Category (select from the dropdown)
  • Subject
  • Description of your issue
  • Attachments (optional — upload screenshots or files)
• View ticket details — See the full conversation thread with support responses.
• Reply to a ticket — Add follow-up messages to an open ticket.

17. Frequently Asked Questions

Can I use Salesailor on multiple devices?

Each account can be signed in on one device at a time. If you sign in on a new device, the previous session will end. To have multiple staff using the app simultaneously, create separate staff accounts (see Managing Staff).

What happens if my subscription expires?

If your subscription expires, you'll be signed out of the app and asked to renew. Your data is preserved — once you renew, everything will be right where you left it.

Can I accept cash and card payments?

Yes. At checkout, you can choose between cash and card (including Tap to Pay or manual card entry).

How do I add more staff?

First, make sure you have available seats. Add seats from your Owner Dashboard, then create staff accounts from the Staff section in the app.

Is my data secure?

Yes. All payments are processed through Stripe, a PCI-compliant payment processor. Your data is encrypted and stored securely.

How do I get help?

Access the Support page from the sidebar menu in the app, or contact us through the owner page.

Do I need internet to use Salesailor?

Yes, an internet connection is required for processing sales, syncing data, and accepting card payments.

Can staff see my financial reports?

Only if you're on the Pro plan and have granted them the "View Reports" permission. On the Standard plan, staff have basic access only.

For additional help, visit the Support section in the app or contact your Salesailor representative.